Technical Operations & Administrative Virtual Assistant

Humamaria; United States; Remote; USD 28,000 - 34,000; Full time

Benefits offered by this job

Competitive rates

Weekly payments

Free training and upskilling

Supportive community

Job summary

20four7VA is seeking offshore independent contractors for CPT-11503 Technical Operations & Administrative Virtual Assistant/Business Support VA/Junior-Advanced Level (Remote). You will assist with technical report review, spreadsheet creation, document formatting, email monitoring, file organization, and recurring administrative coordination.

The candidate should have an engineering/technical background and strong Excel/Word skills, with excellent English communication.

Qualifications

• Engineering/technical background strongly preferred.
• Civil, mechanical, electrical, or similar engineering education/experience is a strong plus.
• Construction‑industry experience may substitute for direct engineering experience.
• Strong Microsoft Excel skills required.
• Strong Microsoft Word skills required.
• Adobe Acrobat/PDF document‑management experience preferred.
• Technical report or document‑review experience preferred.
• Strong file‑management and organizational skills.
• Excellent English communication

Responsibilities

• Review technical reports for completeness, consistency, formatting, and obvious errors.
• Assist with corrections and revisions based on client direction.
• Understand the general technical context of reports beyond grammar.
• Format reports and supporting documentation.
• Review and organize technical documents.
• Prepare documents for manager's final review.
• Ensure materials follow internal standards.
• Draft technical reports from manager notes with review.
• Review incoming reports and update emails for completeness and consistency.
• Flag unclear details for manager clarification.
• Create and maintain advanced Excel spreadsheets.
• Organize and manipulate technical and project data.
• Format spreadsheets and reports for internal use.
• Assist with calculations and recurring data-management tasks.
• Prepare organized information for manager and team review.
• Review spreadsheets and reports for missing information and inconsistencies; flag issues.
• Serve as a direct administrative assistant to the Mechanical Division Manager.
• Monitor the manager's email and flag important items.
• Assist with email organization and recurring follow-up.
• Support six additional technical team members as directed.
• Track outstanding documents and assignments.
• Help ensure work is properly organized before routing through the manager for final review.
• Monitor the manager’s incoming emails and flag urgent messages.
• Track and follow up on outstanding requests for approx. six team members.
• Follow up with team members to ensure requests are acknowledged and tasks completed.
• Upload and organize files within OneDrive.
• Maintain consistent folder and document organization.
• Save and retrieve reports and attachments.
• Assist with remote access to organized information while traveling.
• Maintain current versions of documents and reports.

Skills

Excel

Word

Outlook

OneDrive

PDF Software

Technical report review

File management

English communication

Attention to detail

Tools

Microsoft Excel

Microsoft Word

Microsoft Outlook

Microsoft OneDrive

Adobe Acrobat

Microsoft 365

Job description

Title: CPT-11503 Technical Operations & Administrative Virtual Assistant

Independent Contractor – CPT-11503 Technical Operations & Administrative Virtual Assistant/Business Support VA/Junior-Advanced Level (Remote).

Overview

20four7VA is seeking offshore independent contractors to deliver remote services to clients worldwide, with a primary focus on developed markets such as the United States, the United Kingdom, Canada, and Australia.

A mechanical division within an insurance claims consulting company is seeking a technically minded Virtual Assistant to work directly with the division manager and support a team of engineers and technical professionals.

The VA will assist with technical report review, spreadsheet creation, document formatting, email monitoring, file organization, and recurring administrative coordination.

An engineering background is preferred because many of the reports involve mechanical systems and technical construction topics. However, candidates with relevant construction or technical industry experience should also be considered.

The client will provide hands‑on training on company‑specific processes and review work before it is finalized externally.

The objective of each engagement is to assist the client in improving business efficiency, enhancing service delivery, or supporting operational functions through high-quality, task‑specific services rendered by a qualified contractor.

Scope of Services

Contractors will be required to provide services that align with the following client tasks:

Technical Report & Document Support

• Review technical reports for completeness, consistency, formatting, and obvious errors
• Assist with corrections and revisions based on client direction
• Understand the general technical context of reports rather than reviewing solely for grammar
• Format reports and supporting documentation
• Review and organize technical documents
• Prepare documents for the manager's final review
• Ensure completed materials follow established internal standards
• As familiarity with the business develops, assist in drafting technical reports using the manager’s notes, findings, and instructions, subject to the manager’s review and approval.
• Review incoming reports and update emails for completeness, required information, consistency, grammar, and formatting.
• Flag unclear technical details, questionable information, or inconsistencies for the manager’s clarification.

Excel & Data Support

• Create and maintain advanced Excel spreadsheets
• Organize and manipulate technical and project data
• Format spreadsheets and reports for internal use
• Assist with calculations and recurring data‑management tasks
• Prepare organized information for manager and team review
• Review spreadsheets and reports for missing information, inconsistencies, and obvious numerical discrepancies; flag potential issues for review.

Executive & Team Support

• Serve as a direct administrative assistant to the Mechanical Division Manager
• Monitor the manager's email and flag important items
• Assist with email organization and recurring follow‑up
• Support six additional technical team members as directed
• Track outstanding documents and assignments
• Help ensure work is properly organized before routing through the manager for final review
• Monitor the manager’s incoming emails throughout the workday, flag urgent or important messages, and bring matters requiring attention to the manager’s notice.
• Track and follow up on outstanding requests, assignments, and responses across the manager’s team of approximately six members.
• Follow up with team members to ensure requests are acknowledged and tasks are completed, particularly when the manager is traveling.
• Help maintain timely responses to clients and colleagues in line with the company’s emphasis on prompt customer service.

File & Document Management

• Upload and organize files within OneDrive
• Maintain consistent folder and document organization
• Save and retrieve reports, attachments, and supporting materials
• Assist the manager with remote access to organized information while traveling
• Maintain current versions of documents and reports

Each engagement is based on a defined scope of work and is governed by an independent contractor agreement. Services must be performed professionally, with adherence to any timelines, guidelines, and deliverables agreed upon in writing.

Skills

The Contractor must demonstrate proficiency in the following, depending on the Client’s requirements:

• Engineering, construction, or related technical background strongly preferred
• Civil, mechanical, electrical, or similar engineering education/experience is a strong plus
• Construction‑industry experience may substitute for direct engineering experience
• Strong Microsoft Excel skills required
• Strong Microsoft Word skills required
• Adobe Acrobat/PDF document‑management experience preferred
• Technical report or document‑review experience preferred
• Strong file‑management and organizational skills
• Excellent English communication

IDEAL CANDIDATE PROFILE

• Technically minded with strong analytical ability
• Highly proficient with Excel
• Strong attention to detail
• Comfortable reading technical or construction‑related documentation
• Organized and dependable
• Able to identify inconsistencies and formatting issues
• Comfortable working directly with engineers and technical professionals
• Able to learn company‑specific reporting processes
• Strong spoken and written English
• Comfortable working independently after hands‑on training

APPLICATION SOFTWARE KNOWLEDGEABLE / REQUIRED

• Microsoft Excel
• Microsoft Word
• Microsoft Outlook
• Microsoft OneDrive
• Adobe Acrobat or Similar PDF Software
• Microsoft 365

Work Schedule

• Contracted Hours per Week: 30 Hours (Expected to increase to 40 hours/week following initial training)
• Scheduled Working Days: Monday through Friday (unless otherwise mutually agreed in writing)
• Daily Working Time: 9:00 AM – 4:00 PM EST (1-Hour Unpaid Lunch)

Note: The Company will make reasonable efforts to align the Assigned VA’s schedule with the Client’s preferred hours as set forth above. However, availability may vary based on time zones, capacity, and the contracted hours set in this SOW. Any changes must be mutually agreed to in writing through a revised SOW.

Terms of Engagement

• Contractors will operate under a Master Services Agreement and a Statement of Work
• This is not an offer of employment; contractors are not employees of 20four7VA or any client
• All compensation is processed through 20four7VA according to the terms of the engagement

Role Summary & Requirements

• REQUIRED SERVICE: Business Support
• REQUESTED EXPERIENCE TIER LEVEL: Junior, Senior, and Advanced Level
• Contracted Hours per Week: 30 hours/week (Expected to increase to 40 hours/week following initial training)
• Daily Working Time: 9:00 AM – 4:00 PM EST (1-Hour Unpaid Lunch)
• Scheduled Working Days: Monday-Friday
• REPORTING TO/POC: To Be Determined
• Number of VAs: 1
• GENDER PREFERENCE: None
• LANGUAGES SPOKEN/PREFERENCE: English
• ACCENT PREFERENCE: Level A-B (Native or Near-Native English Accent Required)
• REGION PREFERENCES: Any

What we offer

• Competitive rates
• Weekly payments
• Various open roles are available
• Free training and upskilling
• Constant support and guidance
• A vibrant community always ready to support you
• And more!